We are currently recruiting for a Conference and Events Manager for a prestigious college in the Heart of Oxford.
Essential Experience:
1. Experience in event management, including initial proposal writing, venue sales, planning, delivery, and evaluation for online, in-person, and hybrid events.
2. Background in a customer-facing role, managing a wide range of enquiries, particularly via telephone and email.
3. Ability to build and maintain strong relationships with clients and suppliers, showcasing excellent interpersonal skills and the ability to communicate clearly and confidently with a diverse range of individuals, including high-profile VIPs.
4. Proven ability to organize one's own workload effectively, manage frequently tight deadlines, and produce accurate, detailed work.
5. Exceptional attention to detail, with strong organizational, time management, and interpersonal skills.
6. Capable of working under tight and varying deadlines.
7. Self-motivated with a proactive approach.
8. Ability to work independently as well as part of a small team.
9. Strong prioritization skills and effective coping strategies.
10. Energetic team player who is proactive and eager to drive results.
11. Flexible and willing to assist colleagues as needed.
12. Proficient in MS Office applications, email, and Internet usage.
13. Capable of making independent decisions and adaptable in adjusting plans swiftly when needed, demonstrating initiative and flexibility.
Responsibilities:
1. Plan multiple events throughout the year across two venues.
2. Serve as the first point of contact for all enquiries via phone or email (for conferences, events, and meeting bookings), handling these inquiries promptly and professionally, with a focus on accuracy and attention to detail.
3. Create event proposals tailored to client requirements and present them within tight timelines.
4. Oversee large-scale event planning and execution, ensuring seamless coordination and delivery.
5. Manage client site visits.
6. Draft contracts for clients that detail specific event requirements.
7. Develop an understanding of the client's objectives and ensure event delivery aligns with these goals.
8. Produce and maintain timelines for each event, ensuring that on-site proceedings run smoothly with respect to setup and changeovers.
9. Generate deposit invoices for events for payment prior to client arrivals.
10. Organize one-on-one meetings with clients in the lead-up to events to finalize details.
11. Collect final attendee numbers by the required deadline and notify all relevant departments.
12. Gather wine and menu choices along with any dietary requirements promptly, enabling departments to order supplies and organize staff schedules.
13. Maintain working relationships with internal and external vendors/suppliers, coordinating outside vendors/entertainment, including catering, photographers, musicians, performers, and guest speakers.
14. Build strong relationships with event organizers and encourage regular visits to the college.
15. Communicate with internal teams regarding room setup, catering, cleaning, and AV requirements.
16. Use initiative and think creatively to continuously improve the client event experience.
17. Oversee events on the day, including problem-solving, welcoming guests, directing event setup, coordinating with staff, and managing external vendors.
18. Meet and greet clients upon arrival, ensuring all meeting spaces are in order.
19. Address client feedback and concerns, making adjustments as needed.
20. Conduct a final meeting with the organizer following the event to discuss any feedback or improvements with the Domestic Teams.
21. Evaluate event outcomes and implement improvements for future events.
22. Provide accurate feedback on client experiences and events, and support other team members when necessary.
23. Keep forecasts up to date for reporting to the Head of Sales.
24. Assist in growing the college's social media channels and engage with audiences regularly, informing them about news and events.
General Tasks:
1. Assist other team members with bookings, catering details, menus, and rooming lists.
2. Support with any other day-to-day ad-hoc duties and requests.
3. Liaise closely with other departments in weekly Domestic Meetings concerning upcoming events.
4. Ensure GDPR guidelines are adhered to and that the Record of Processing Activities (ROPA) is compliant.
5. Understand health and safety regulations in the context of venue and event management.
6. Ensure that the college and its facilities comply with MIA and AIM standards to maintain accreditation.
The salary is 32,898 P/A and is based on 36.25 working hours.
Benefits of working with us:
1. Free meals whilst on duty (staff and students eat in the magnificent Dining Hall)
2. 38 days annual leave (including bank holidays)
3. Discounted bus tickets to travel to work (c.5% discount)
4. Interest-free loan to purchase a bicycle for work
5. Discounted membership of our College gym
6. Contributory University Pension scheme (Oxford Staff Pension Scheme)
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